September 4, 2013

The release includes the following enhancements:

Automatic Emails

Document Templates can now send out automatic emails and attachments by clicking associate in the “Automatic Email On” box presented in Document Templates.

Changes in innCenter

Document Templates can now be associated with Reservation Status. Depending on the Reservation Status, guests will automatically receive emails. These Document Templates can be associated to automatically send in conjunction with changes to all Reservation Status options. Here are some examples of automated email features possible in Document Templates:

Example 1. Confirmation Email

This is how to set up an automatic Confirmation Email.

1) Setup → Document Templates → New Document (at bottom of screen)

2) On the Details tab:

  • Create Document Template just as before, selecting “Confirmation Email” as the “Function Name”. At the bottom of the screen, under Functions, there is a new option named “Automatic Email On”. Click on “Associate Reservation Status”. The “Function Picker” will pop up. Select “Reservation Reserved”.

3) On the Content tab

  • Create content as desired

4) Upon the creation of a reservation, this email and its content is automatically sent to the guest

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Example 2. Confirmation Letter as an Attachment

This is how to add an automatic Confirmation Letter as an attachment.

1) Setup → Document Templates → New Document (at bottom of screen)

2) On the Details tab:

  • Create Document Template just as before, selecting “Confirmation Email” as the “Function Name.” At the bottom of the screen, under Functions, there is a new option named “Automatic Email On”. Click on “Associate Reservation Status.” The “Function Picker” will pop up. Select “Reservation Reserved.”

3) On the Content tab:

  • Create content as desired

4) Upon the creation of a reservation, this Confirmation Letter is automatically sent as an attachment to the guest.

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Example 3. Confirmation Email with an Attachment

This is how to add an attachment to the automatic Confirmation Email. The same process can be followed to add attachments to any automated email.

1) Setup → Document Templates → New Document (at bottom of screen)

2) On the Details tab:

  • Create Document Template just as before, selecting “Confirmation Email” and “Confirmation Letter” as the “Function Name.” At the bottom of the screen, under Functions, there is a new option named “Automatic Email on”. Click on “Associate Reservation Status.” The “Function Picker” will pop up. Select “Reservation Reserved.”

3) On the Content tab:

  • Create content as desired

4) Upon the creation of a reservation, this Confirmation Email is automatically sent with an attachment to the guest.

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